What is equipment maintenance management software?

Equipment maintenance management software is a platform that helps teams schedule preventive maintenance, manage work orders, and track the full service history of their equipment fleet. It replaces spreadsheets, paper-based schedules and reactive maintenance habits with a structured system for time-based and meter-based service triggers, digital work orders on mobile, parts and cost tracking, and analytics on maintenance spend and equipment reliability. MapTrack combines maintenance scheduling, OEM telematics integration, pre-start inspections and asset tracking in one platform built for field teams. For a deeper look at CMMS capabilities, see the maintenance & CMMS software feature page, or learn how to automate equipment maintenance scheduling with meter-based triggers.

How does preventive maintenance scheduling work in MapTrack?

MapTrack lets you set maintenance schedules based on time intervals (e.g. every 90 days), meter thresholds (e.g. every 500 engine hours) or a combination of both - whichever comes first. When a trigger is reached, MapTrack automatically generates a work order, assigns it to the right technician or workshop, and sends notifications. You can also configure inspection-triggered maintenance: if a pre-start check flags a defect, a work order is created automatically. This eliminates missed service intervals and moves your team from reactive to preventive maintenance.

Can MapTrack handle meter-based maintenance for heavy equipment?

Yes. MapTrack supports engine hours, odometer readings and custom meter types for scheduling maintenance on heavy equipment, plant and fleet vehicles. Meter readings can come from OEM telematics integrations (Caterpillar, John Deere, Komatsu, Hitachi and others) or manual entry by operators via the mobile app. When a meter reading crosses a service threshold, a work order is generated automatically. This is critical for heavy equipment where calendar-based schedules do not reflect actual usage patterns.

How do digital work orders work on mobile?

Work orders in MapTrack are created automatically from maintenance schedules, inspection failures or manually by supervisors. Each work order includes the asset details, maintenance task, parts required, assigned technician and due date. Technicians receive work orders on their phone, can add photos, notes, parts used and labour time, and mark work orders as complete, all from the field. Completed work orders are automatically logged against the asset's service history. The mobile app works offline and syncs when connectivity returns.

Does MapTrack integrate with OEM telematics for automatic meter readings?

Yes. MapTrack integrates with telematics platforms from Caterpillar, John Deere, Komatsu, Hitachi, JCB, Bobcat, Geotab, TeletracNavman and HCSS among others. These integrations pull engine hours, odometer, GPS location and fault codes directly from the machine, eliminating manual meter readings and ensuring maintenance triggers fire on time. If your fleet includes mixed brands, MapTrack normalises the data into a single view so you manage all equipment maintenance in one place.

How does MapTrack connect inspections to maintenance work orders?

When an operator completes a pre-start inspection or scheduled inspection form on their phone, any failed items can automatically trigger a maintenance work order. For example, if an operator flags a hydraulic leak during a pre-start, MapTrack creates a work order, assigns it to a technician, and links it to the asset's service history. This closes the loop between inspection and rectification - defects are not just reported, they are tracked through to resolution with timestamps and evidence.

Can we track parts and costs against each work order?

Yes. Each work order in MapTrack can record parts consumed, labour hours, third-party service costs and any other expenses. These costs roll up to the asset level, giving you a complete cost-of-ownership picture for every piece of equipment. You can see which assets are costing the most to maintain, compare actual maintenance spend against budget, and make informed repair-versus-replace decisions. Parts inventory can also be tracked to manage stock levels and reorder points.

How much does equipment maintenance management software cost?

MapTrack uses per-asset pricing with unlimited users included. Not per-seat licensing. This means every technician, operator, supervisor and planner can access the system without increasing your cost. This is especially important for maintenance teams where multiple people need to create, update and close work orders across shifts. See the pricing page for current rates, or book a demo to discuss your specific fleet size and requirements.

How long does it take to set up MapTrack for equipment maintenance?

Most teams are scheduling maintenance and managing work orders within one to two weeks. The typical rollout starts with importing your asset register (or scanning assets in via the mobile app), configuring maintenance schedules and meter thresholds, and assigning your first work orders. MapTrack's onboarding team supports you through setup, telematics integration and training at no additional cost. For large fleets with thousands of assets, a phased approach - starting with the highest-priority equipment - works well.

What reports and analytics does MapTrack provide for maintenance?

MapTrack provides maintenance dashboards and reports including: overdue maintenance by asset, site or category; work order completion rates and average resolution time; maintenance cost by asset, fleet segment or time period; mean time between failures (MTBF); upcoming scheduled maintenance pipeline; and inspection pass/fail trends. Reports can be exported for management review or client compliance reporting. All data is available in real time, so you are not waiting for month-end spreadsheets to understand your maintenance position.

Solutions

Equipment Maintenance for Operations Teams

Schedule preventive maintenance, manage work orders on mobile and track the full service history of every asset. Time and meter-based triggers, OEM telematics integration and parts tracking, so nothing is serviced late and nothing falls through the cracks.

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4.8★ G2highest-rated in AU

Unlimited usersper-asset pricing

Offline-readyworks on any site

Lachlan McRitchie

GM of Operations

|Reviewed by Jarrod Milford

Updated 20 February 2026

Trusted by construction, mining and field service teams

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What we track

Every asset in your fleet

MapTrack manages preventive maintenance and work orders across the full range of equipment your team operates, from light vehicles to heavy plant.

Excavators, loaders & earthmoving
Cranes, EWPs & access equipment
Generators & compressors
Fleet vehicles (utes, trucks, vans)
Pumps, welders & site equipment
HVAC & mechanical plant
Forklifts & warehousing equipment
Trailers & towable plant
Power tools & battery platforms
Fire safety & emergency systems
Building services equipment
Specialist test & measurement gear

The challenge

Why equipment breaks down before it should

Most equipment maintenance failures are not caused by bad mechanics - they are caused by bad systems. Reactive habits, disconnected data and manual scheduling mean services are missed, costs blow out and equipment fails earlier than it should.

Reactive maintenance costs 3–5x more than prevention

When equipment breaks down unexpectedly, you pay for the repair, the crew downtime, the project delay and the emergency call-out. Reactive maintenance is consistently 3–5 times more expensive than planned preventive maintenance. Without a system to schedule and trigger services on time, breakdowns are inevitable.

Spreadsheet schedules miss service intervals

Maintenance scheduled in spreadsheets or wall planners falls behind the moment a machine runs harder or softer than expected. Calendar-only reminders ignore actual usage. Missed intervals lead to warranty voidance, compliance failures and equipment that wears out years before its time.

Service records are scattered across paper and email

When you need to prove maintenance history for a compliance audit, warranty claim or asset sale, the records are split between filing cabinets, technician notebooks, email threads and workshop invoices. Rebuilding a service timeline takes hours and is never complete.

No connection between usage data and maintenance triggers

Engine hours, odometer readings and meter data sit in separate telematics portals - disconnected from your maintenance schedule. Without automatic meter-based triggers, services are either too early (wasting money) or too late (causing breakdowns).

Maintenance is disconnected from asset tracking

Your asset register lives in one system, maintenance in another, and inspections in a third. Nobody has a single view of where equipment is, what condition it is in, and when its next service is due. Decisions are made with incomplete information.

One platform

Scheduling, work orders and service history. Not three separate tools

Stop managing maintenance across spreadsheets, email threads and disconnected apps. MapTrack connects preventive scheduling, digital work orders and complete service history into one platform your whole team can use from the field.

Preventive scheduling

Schedule maintenance by time intervals, meter thresholds or inspection results. Automatic work order generation when a trigger is reached, so services happen on time, every time, without manual follow-up.

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Digital work orders

Work orders assigned to technicians on mobile. Add photos, parts, labour and notes from the field. Complete and close on site. No paper, no double entry. Every completed work order feeds the asset's service history automatically.

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Service history & analytics

Complete maintenance history on every asset - parts, costs, labour and compliance evidence in one place. Dashboards for overdue maintenance, cost trends and mean time between failures. Data-driven repair-or-replace decisions.

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Preventive maintenance

Schedule services and manage work orders from one place

Set maintenance schedules by time intervals, engine hours, odometer or custom meters. When a trigger fires, MapTrack generates a work order, assigns it to the right technician and sends a notification. Technicians complete work orders on mobile with photos, parts and notes. No paper, no double entry.

Time-based, meter-based and dual-trigger scheduling
Automatic work order generation when a service is due
Assign to technicians, workshops or service providers
Parts, labour and cost recording on every work order
Completed services auto-logged to the asset's history

Maintenance & work orders

Inspections

Inspections that trigger maintenance automatically

Pre-start checks and scheduled inspections are a frontline source of maintenance intelligence. When an operator flags a defect - a leaking hose, worn brake pads, unusual vibration - MapTrack automatically creates a work order linked to the asset. The defect is tracked from identification through to rectification with timestamps and evidence, so nothing sits in a notebook waiting to be actioned.

Pre-start and inspection forms on mobile - works offline
Failed items automatically generate maintenance work orders
Photos, signatures and timestamps for audit evidence
Defect-to-rectification tracking with full history
Build forms with AI or upload your existing checklists

Pre-start inspections

Alerts

Automated alerts so overdue maintenance never hides

MapTrack sends automated notifications when maintenance is coming due, overdue or when a meter reading is approaching a service threshold. Alerts go to the right people - maintenance planners, supervisors and technicians - via email, push notification or in-app. Overdue maintenance dashboards give managers a real-time view of what needs attention across the entire fleet.

Alerts for upcoming, due and overdue maintenance
Meter-approaching-threshold notifications
Email, push and in-app notification channels
Overdue maintenance dashboard by asset, site or category
Escalation rules for critical or safety-related services

Alerts & compliance

“We were running maintenance off spreadsheets and wall charts - services were missed constantly and breakdowns were costing us a fortune. MapTrack gave us automatic scheduling based on engine hours, work orders on mobile and a complete service history on every machine. Unplanned downtime dropped by over 40% in the first year.”

Fleet Maintenance Manager

National equipment and plant operator, Australia

2,400+

assets under preventive maintenance

40%

reduction in unplanned downtime

Paper-free

work orders and inspections on mobile

Integrations

Telematics data driving maintenance automatically

MapTrack integrates with OEM telematics platforms across major equipment brands, so engine hours, odometer readings and GPS location feed your maintenance schedules automatically, without manual data entry or separate logins.

Engine hours and ODO readings for meter-based maintenance triggers
Live GPS location and geofence alerts across your fleet
Fault and diagnostic codes where supported by the integration
Mixed-brand fleets normalised into a single maintenance view

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Field-ready

Built for maintenance teams, mobile and offline

Maintenance happens in workshops, on site and in remote locations. Not at a desk. MapTrack runs on any phone or tablet with no specialist hardware required. Technicians receive work orders, record parts and labour, complete inspections and close jobs directly from the field.

Offline mode means work continues on sites with no signal - underground, in tunnels, on remote projects. Data syncs automatically when connectivity returns. Unlimited users means every technician, operator and planner has access without adding to your costs.

Mobile app Meter-based servicing Pre-starts & inspections

iOS & Android

No specialist hardware required

Offline sync

Works without signal

Real-time alerts

Push, email and in-app

Unlimited users

No per-seat charges

Prevent breakdowns and reduce unplanned downtime

Preventive maintenance scheduling, digital work orders and OEM telematics integration for your equipment fleet. Built for Australian maintenance teams.

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Used across Australia & New Zealand
Per-asset pricing
Unlimited users

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How maintenance teams roll out MapTrack

Most teams are scheduling maintenance and managing work orders within one to two weeks. Start with your highest-priority equipment and expand from there.

Week 1

Import your fleet register

Upload your existing asset list from a spreadsheet, or scan assets in via the mobile app. MapTrack creates a digital register with serial numbers, meter readings, service history and warranty details.

Week 1–2

Configure schedules & triggers

Set maintenance schedules by time, meter thresholds or both. Connect OEM telematics integrations for automatic meter feeds. Configure work order templates and assignment rules.

Week 2

Set up inspections & forms

Build pre-start inspection forms for plant and vehicles. Configure failed-item triggers that automatically generate maintenance work orders. MapTrack's onboarding team helps you build these.

Week 3+

Roll out to technicians

Give technicians, operators and planners access on their phones. They receive work orders, record parts and labour, complete inspections and close jobs directly from the field.

Key features for equipment maintenance management

Everything your maintenance team needs to schedule, manage and track equipment services in one platform.

Preventive maintenance scheduling Maintenance & work orders Meter-based servicing Service history Pre-starts & inspections Cost tracking OEM integrations GPS tracking Asset tracking & QR scanning Automated alerts Scheduling & reservations Asset depreciation

Stop the breakdowns

Reactive maintenance is the most expensive way to run equipment - but only if you let it continue

MapTrack gives your planners automated scheduling, your technicians mobile work orders, and your business the service history and analytics it needs without adding admin overhead.

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Frequently asked questions

Common questions about equipment maintenance management software.

Resources for maintenance teams

Guides, calculators and pages relevant to equipment maintenance management.

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Prevent breakdowns before they happen

Join maintenance teams across Australia using MapTrack to schedule services, manage work orders on mobile and build complete service histories, all in one platform with unlimited users.